Academic Board Meeting 1-2007

MINUTES

Meeting No 1/2007 of the Academic Board was held on Wednesday, 21 February 2007, in the Council Chambers, First floor, Building 3A, Clayton campus from 3:30 pm to 5:20 pm.

Associate Professor J Hurst (President), Professors D Abramson, S Adeloju, Associate Professor M Alam, Dr P Andrews, Professor D Arnott, Dr H Ballis, Associate Professor S Barkoczy, Dr R Booth, Professors G Bouma, R Brooks, C Browne, E Byrne, B Caine, Associate Professor B Canny, K Chalmers, Professor V Clulow, Associate Professor B Cooke, Professor E Cornish, Dr G Davies, Professor G Davison, Associate Professor C De Wilde, Professor R Devenish, Associate Professor M Dever, Mr R Dudhani, Professor M Evans, Associate Professors G Farr, J Fisher, Professors A Freiberg, J Godfrey, J Goldsworthy, J Hamill, Ms C Harboe-Ree, Ms R Harris, Professors G Hodge, B Hoffert, O Hughes, Associate Professor S Joy, Professors J Keating, P Komesaroff, J Lattanzio, H P Lee, Mr V Li, Professor M Liddell, Associate Professor M Lindorff, Professor B Mackenzie, Dr A Maharaj, Mr R Martin, Dr L McCall, Mr A McMeekin, Professors D Murphy, P Myles, Associate Professor R Nelson, Dr J Newton, Professors R Norris, H Oppewal, G Oppy, Associate Professor M Page, Ms A Phelan, Professor L Pitterman, Associate Professor C Porter, Professors I Prince, J Redmond, M Rhodes, J Rood, Dr S Saunders, Professor J Sheridan, Ms L Sim, Professors G Simon, M Skully, J Smith, Dr P Snow, Professors A Sohal, L Spiccia, T Sridhar, P Steele, P Sullivan, D Suter, Dr W Sutherland-Smith, Professor O Tam, J Teicher, Dr C Varsavsky, Professor M Vicziany, Mr D Watson, Professor Graham Webb, Associate Professor I Wendt, Professors R Willis, S Willis, B Williams, Dr E Wilson-Evered, Professor W Young.

Associate Professor H Abachi, Dr G Acquaah-Gaisie, Mr J Bagg, Professor J Beardall, Dr J Beringer, Professor J Bertram, Dr D Casey, Professors B Charman, G Coleman, Dr F Collins, Professor T Dingle, Associate Professor A Evans, Professors S Fahey, R Frances, K Francis, H Keleher, B Kent, M King, K Langfield-Smith, R Larkins, A Markus, Dr S Mayson, Professors K Murray, R Nation, Dr B Naylor, Professors G Palmer, S Parker, D Poskitt, T Pretorius, Associate Professor S Robinson, Dr J Simmonds, Professors E Storey, B Tonge, Dr S Ventura, Mr M Vincent, Mr I Walker, Professors R Weber, W Wong, Pua Chong.

Professors L P Aun, A Zaini, R Edwards, Mr T Calder, Mr D Stewart, Ms M De Zwart, Associate Professor M Peel, Ms K Dan.

Ms R Hinds

1.1  Alterations to the Agenda and Starring of Items

The President welcomed members to the meeting including members attending the meeting by teleconference from the Gippsland, Malaysia and South Africa campuses.

A warm welcome was extended to new student members Mr Jason Bagg, Ms Lee-Anne Sim, Mr Vincent Li, Ms Alexandra Phelan, Ms Mei-Ling Kok, and Mr Rajesh Dudhani.

After explaining the new protocols applicable to the teleconferencing aspect of Board meetings, the President then drew attention to the following alterations to the agenda:

Tabled paper – Survey attachment to the PhD in Creative Writing proposal – agenda item 6.1.

No additional items were starred.

1.2  Approval of Non-Starred Items

The recommendations of the Steering Committee were adopted without discussion for all items other than those starred.

1.3  Confidential Items

There were no confidential items.
 

2.1  Minutes of Academic Board Meeting 7/2006

The Minutes of Academic Board Meeting 7/2006, held on 22 November 2006, were confirmed.

3.1  President’s Report

Associate Professor J Hurst reported on a range of matters of interest to the Board, including:

Membership Matters

• The appointment of new Vice-President (1 year term), David Suter, pursuant to the Board’s delegation.
• The departure from Monash of Professor Stephen Parker, Senior Deputy Vice-Chancellor.
• The appointment of Professor Merran Evans as acting DVC (Education), who was attending her first Board meeting in this capacity.
• The departure of Professor Ed Byrne, Dean, Medicine, Nursing and Health Sciences.

Other matters

• Approval for the appointment of Professor John Sheridan to the Probation Review (Appeals) Committee.
• Membership of selection panels by Board members.
• Steering Committee casual vacancies:
• One non-professorial member to 31-8-07.
• One non-professorial alternate member to 31-8-08. One professorial alternate member to 31-8-07.

Academic Board:

• Noted the report of the President.
• Approved the appointment of Professor John Sheridan to the Probation Review (Appeals) Committee.

For information: A/Professor J Hurst, Professor D Suter, Professor M Evans, Professor J Sheridan, Professor E Byrne

3.2 President’s Summary – 2006

Academic Board received and noted the President’s Summary of the Board’s activities for 2006.

3.3  Academic Board Evaluation

Members had before them a Report on the 2006 Academic Board evaluation. Observing that many of the responses, in common with those of the previous survey, had indicated a need to examine the size and composition of the Board with a view to increasing member engagement, the President indicated that he would prepare a discussion paper to be brought to the next Board meeting. Members were encouraged to consider and be prepared to contribute to discussion on these issues.

In response to a member suggestion that the Board’s role needed clarification before issues such as size were examined, the President replied that a paper on this topic was also in preparation and would accompany the discussion paper.

Academic Board:

• Received the Report of the 2006 Academic Board evaluation.
• Noted the advice of the President.

For information: A/Professor J Hurst
 

4.1  Report of the Vice-Chancellor

Members had before them the Vice-Chancellor’s written report. Discussion occurred on a range of issues:

Student load

International student numbers were on target – according to the last data, enrolment numbers appeared slightly ahead of 2006.

Although the Gippsland load appeared down on target, students in the Foundation Studies program were still being enrolled. Overall numbers at Gippsland were therefore increasing.

Learning Support

In response to a member query regarding the revised arrangements for provision of learning support, Professor Graham Webb advised the Board that the process culminating in the new structure had been developed over time, commencing with the International Self-Review. Consultation had been undertaken with key stakeholders, but given the impact on various employment arrangements and consequential need for privacy, the issue had not before been brought to the Board.

A representative of the Faculty of Business and Economics indicated that there was strong support by the faculty for the revised arrangements, though further discussion on levels of assistance and an appropriate SLA were needed.

Senior Management Summit

Professor Cornish reported that the Summit had been a very positive and constructive event. Key issues arising from the Summit included the need to improve management efficiencies and fiscal performance – this would include the Review of Shared Services, and revisiting of Strategic Cost Management; the key nature of the review and reform of educational programs over the next year; the need to improve performance in Research and Research Training, with acknowledgement that the strategies to achieve this were in place; the draft International Statement of Purpose would come to the Board for discussion; a number of specific international activities would occur in 2007 e.g. the new MM campus and the Monash-IITB research academy. There was also recognition of the need to more proactively engage in fundraising, including attraction of greater philanthropic support and increasing donations.

Academic Board received and noted the Report of the Vice-Chancellor.

For information: Professor R Larkins, Professor G Webb, Professor E Cornish, Professor M Evans

4.2  Education Portfolio

4.2.1  Learning and Teaching Performance Fund (L&TPF)

Professor Merran Evans reminded the Board of the background to the L&TPF and noted that the funding parameters for this year’s round remained the same – GDS, CEQ, success factors – but this year all were equally weighted. In 2007, funding was allocated within four discipline groupings, and in four bands.

The UPS website provided further disaggregation of the data contained in the agenda papers.

Of this year’s allocation of $83 million, Monash had achieved $4.25 million. Some of this allocation would be used to support targeted areas to achieve funding in the next L&TPF round.

Noting that the impact of the L&TPF was also reputational, members noted the critical nature of appropriate planning (e.g. focussing on the Education Plan) to improve performance, including the need for support to faculties in reaching targets.

Academic Board received the L&TPF briefing paper and noted the advice of Professor Evans.

For information: Professor M Evans

4.2.2  Quality Issues

Professor Webb introduced this item by observing that the AUQA Report was generally very positive, and that AUQA had invited Monash to include a number of commendations on the Good Practice Database. Media coverage of the Report had been variable.

VCG (Q) would have oversight of the follow-up process, with regular reports coming to the Board. A formal progress report to AUQA was due in 2008, and the next audit of Monash would occur in 2011-12.

Academic Board received the update on the 2007 Quality Audits and noted the advice of Professor Webb.

For information: Professor G Webb, Ms R Harris

4.3  Academic Promotions 2007: Guidelines for Candidates and Committees

Members had before them the draft Academic Promotions Guidelines (2007) for approval. Professor Cornish explained that these had been developed under Professor Parker’s leadership, and had been the subject of considerable consultation.

Members made a number of suggestions in discussion, including:

• The difficulty faced by some faculties in achieving the required gender balance on promotions committees, exacerbated in the case of last minute applications from another campus requiring inclusion of a further committee member, and consequent need to adjust the gender balance.
• In a single department faculty, the need for distinction between a report by the Head of Unit/Deputy Dean supporting the application to go forward for consideration, as opposed to unequivocal support at sign-off.
• The Head of Unit in a single department faculty should be the Deputy Dean or Associate Dean (Staffing).
• Addition of a further member to the committee, so that the normal maximum was exceeded, should not result in the removal of an existing member.
• Associate Dean reports should be included with the Head of Unit reports, on submission of the candidate’s final application.
• Reports submitted with the candidate’s final application should be confidential to the Committee, to enable full and frank deliberations.
• Clarification of the Guidelines’ application to research-only staff was required.

Academic Board:

• Gave in principle approval to the draft Guidelines for Academic Promotion 2007.
• Recommended that clarification of the issues raised in discussion be brought to the next Board meeting.

For information: Professor E Cornish, Ms J Pope

4.4  Administration Portfolio

Mr McMeekin commenced his update on Information Management at Monash by summarising the history and development of the Information Management Initiative. The ten Information Management Principles and five implementation themes were emphasised, and members advised that the new IBM collaboration software would be implemented later this year. Specific reference was made to DART, a proof-of-concept project funded by DEST.

Discussion subsequent to the presentation ranged over a number of issues, including:

• Technology’s potential to support more effective teaching and learning.
• The possible reduction in the volume of Board paperwork consequent upon introduction of the new collaboration software.
• The need to ensure that staff resources were adequate to support the Information Management Initiative.
• The role of the eResearch Centre.
• Successful implementation of the Information Management Initiative was not dependent on technology alone, but also on adoption of appropriate policies, processes etc.

Academic Board received the presentation and noted the advice of Mr McMeekin.

For information: Mr A McMeekin

4.5  Question Time

There were no questions.
 

There were no matters arising from the Minutes of Academic Board meeting 7/2006.
 

6.1 PhD in Creative Writing (Faculty of Arts)

Members noted that this item originated at item 7.1 of the "Index of Items" and had been starred by the Steering Committee.

The President advised that:

• Discussion with Professor King confirmed that this course was a specialisation within the PhD.
• The course structure differed from the traditional research plus thesis mode.

Members noted that the course title as it appeared in the Course Proposal should be amended.

Academic Board endorsed the proposed PhD in Creative Writing.

For information: Professor M King, Mrs P Herman

7.1  HDR Candidature - Academic and Administrative Complaints and Grievances

The Board noted that this item would be considered at its Meeting 2/2007.

For information: Professor M King, Mrs P Herman
 

8.1  Education Committee

Academic Board approved extension of the Education Committee membership to include the:

Director, Monash University Careers and Employment

Director, Centre for Higher Education Quality

For information: Professor M Evans, Ms M Soederberg

8.2  Honorary Degrees Committee

Academic Board appointed the following alternate professorial representatives on the Honorary Degrees Committee:

Professor Bernard Hoffert

Professor Bernadette McSherry

For information: Professor B Hoffert, Professor B McSherry, Mr B Corless

8.3  Exclusion for Health Reasons (Appeals) Committee

Academic Board ratified the appointment by the President of the following members of the Exclusion for Health Reasons (Appeals) Committee:

Professor David Suter

Professor Grahame Coleman

Associate Professor Julie Fisher

For information: Professor David Suter, Professor Grahame Coleman, A/Professor Julie Fisher, A/Professor John Hurst, Ms M Soederberg
 

Academic Board granted special leave from attendance at meetings of the Board to the following members:

Ms Bronwyn Naylor, Law, Meetings 1-3/2007

Professor Donald Poskitt, Business & Economics, Meetings 1-2/2007

Mr Ian Walker, Business & Economics, Meetings 1-3/2007

11.1  Education Committee Meeting 7/2006

Academic Board received and noted the Report of Meeting 7/2006 of the Education Committee.

For information: Ms M Soederberg

11.2  Monash University Research Committee Meeting 8/2006

Academic Board received and noted the Report of Meeting 8/2006 of the Monash University Research Committee.

For information: Ms R Hinds

11.3  Research Graduate School Committee Meetings 10/2006 - 12/2006

Academic Board received and noted the Reports of Meetings 10/2006, 11/2006 and 12/2006 of the Research Graduate School Committee.

For information: Mrs P Herman

11.4  General Library Committee Meeting 4/2006

Academic Board received and noted the Report of Meeting 4/2006 of the General Library Committee.

For information: Ms M Miller

11.5  Standing Committee on Ethics in Research involving Humans

Academic Board received and noted the Annual Report of the Standing Committee on Ethics in Research involving Humans.

For information: Ms L Johanssen
 

12.1  Faculty of Engineering Meeting 5/2006

Academic Board received and noted the Report of Meeting 5/2006 of the Board of the Faculty of Engineering.

For information: Mr D Secomb

12.2  Faculty of Business and Economics Meeting 6/2006

Academic Board:

• Received and noted the Report of Meeting 5/2006 of the Board of the Faculty of Business and Economics.
• Noted the Bachelor of Business External Review Report and Implementation Plan.

For information: Ms R Bernarde
 

The next meeting of the Academic Board will be held on Wednesday, 4 April 2007 in the Council Chambers, 1^st floor, Building 3a, Clayton Campus commencing at 3.30pm.